How Apartment Inventory Management Revolutionized Locating Software in Houston (2005)

We started this company in 2005 in Houston, offering apartment locating software called Apartment Inventory Management. At that time, there were a couple of other Houston locating databases available, but with over 1,500 apartment locators in Houston, we saw an opportunity to bring new ideas to the industry and make a difference.

Creating Industry Standards: The Birth of the National Association of Apartment Locators (2011)

By 2011, we had grown Apartment Inventory Management into ten markets. That same year, we launched the National Association of Apartment Locators (NAAL) — a trade association locators could rely on for support and advocacy.

We collaborated with apartment locators and brokers nationwide to write the first Code of Ethics and Standards of Practice, helping property managers see that locators are trustworthy, ethical, and committed to professional business standards.

From Data to Innovation: The Transition from Apartment Inventory Management to Rental Advisors

In 2014, we saw major shifts happening across the rental housing industry. Zillow stopped working with locators, Apartments.com was purchased by CoStar, and several major property management software companies began selling subscriptions to their own data feeds.

We anticipated that apartment locators would soon need direct access to these data feeds, so after 10 years in business, we shifted our focus away from Apartment Inventory Management and relaunched as Rental Advisors in 2015.

Expanding Our Data Expertise Beyond Apartment Locators

Our company has always been rooted in the apartment data space — developing systems that give apartment locators access to the information they need to succeed.

In 2015, we expanded our reach to serve renters’ insurance companies, moving companies, and national rental websites that could benefit from our custom apartment data feeds. Today, our data continues to power lead generation tools and online rental search systems across the country.

Understanding the Apartment Locating Industry: Where and Why It Thrives

Although apartment locating began around 1965 in Houston, the industry remains one of the least publicized sectors of real estate. Apartment locators are regulated by real estate licensing boards in each state, but locating laws are often ambiguous or hard to find, especially outside of Texas.

Texas has more licensed apartment locators than any other state, and the Texas Real Estate Commission (TREC) has clear rules about apartment locating and commission payments. In many other states, however, the laws are less specific and can be confusing to interpret.

How the Industry Began in Houston Around 1965

Historical records from Houston newspaper archives show that apartment locating services began appearing in 1965 — growing alongside the city’s rapid apartment construction boom between 1965 and 1975. The growth of locators directly mirrored the number of new multifamily construction permits issued during that decade.

Why Some States Embrace Locating While Others Don’t

Apartment locating isn’t popular in every state — its presence often depends on the density of large apartment communities. According to our research, cities with fewer than 1,800 apartment complexes (100+ units) rarely offer apartment locating services.

In Georgia, for example, the real estate commission doesn’t require locators to hold a license in all cases, but property managers often choose to work only with licensed brokers.

In Boston, New York, and Chicago, most apartments are individually owned condos or co-ops listed for rent by a realtor, and the renter — not the property owner — typically pays the locator fee.

Navigating Real Estate Laws That Impact Apartment Locators

There was a time when Georgia, Alabama, Tennessee, and Colorado did not require apartment locators to hold a real estate license. However, those laws have changed over time, and interpretations vary by jurisdiction.

The easiest way to confirm what’s required in your state is to contact several properties in your area — especially those managed by large national firms like Greystar or Lincoln Property Company.

Even if your state doesn’t explicitly require a real estate license, many property owners and management companies will only pay commissions to licensed real estate agents or brokers.

How to Verify Locator Requirements in Your Area

We recommend contacting 5–10 large apartment communities in your city and asking about their locator policy. This direct feedback from property managers is often the most reliable and current information available — especially in states where real estate commission rules are vague or open to interpretation.

Why Most States Require a Real Estate License for Apartment Locators

For your convenience, we’ve compiled links to every state real estate licensing board — including, where available, the exact rule or statute that references apartment locating or commission payments.

The reason most states require apartment locators to hold a real estate license is that locators represent the interests of renters in real estate transactions. When one person is compensated for helping another find housing, the law recognizes a fiduciary responsibility — ensuring the renter’s interests are legally protected.

Even in states where licensing may not be mandatory, property managers often prefer or require working with licensed agents for accountability, professionalism, and compliance.